Leaving Brightwheel is mostly about two things: getting your records out safely, and cancelling in a way that doesn’t leave parents with surprise charges. This guide uses Brightwheel’s own help center articles, with the date each one was last updated.
The short version
- Export your records first. Brightwheel says you lose access to past data once an account is deactivated.
- Brightwheel asks for 30 days’ notice for any subscription change, and you cancel Premium by contacting its Support team.
- Stop active billing plans before the end date so families aren’t charged.
- Moving to MyKidReports? We move your data for free, and most centers are live in 5–10 business days.
Step 1: Export your data from Brightwheel
Brightwheel’s help center says to download any photos or records you need before you deactivate, because you lose access to your profile and past data afterwards. It also says to export all employee timecards before a subscription change. Make a list and export each one:
- Families and children: names, birthdays, rooms, guardians and authorized pickups.
- Billing: balances, payment history and active billing plans.
- Attendance and sign-in records your state license requires you to keep.
- Staff: timecards, documents and certifications.
- Photos, incident reports and documents you want to keep.
Step 2: Stop billing plans before you cancel
If you will no longer bill families through Brightwheel, deactivate active billing plans first. Brightwheel’s help center says plans are under Billing > Students > Student plans, and that cancelling a plan stops future charges but does not refund payments already processed. It also says online parent payments turn off after cancelling Premium unless you ask Support to keep the free billing feature, and that processing fees go up for payments made after cancellation.
Step 3: Cancel Brightwheel Premium
- Export your timecards and records (step 1).
- Deactivate active billing plans (step 2).
- Contact Brightwheel’s Support team and ask to cancel or change your subscription. Brightwheel asks for 30 days’ advance notice, and says annual payments made upfront are non-refundable.
Deactivating an administrator account does not cancel your school’s Premium subscription, according to Brightwheel’s help center. You need to contact Support for that.
Step 4: Move to your new system
Pick a quiet week. Train your director first, then each teacher. Run both systems side by side for a few days, then start billing on the new system at the start of a month.
We move your data for free. MyKidReports moves your rosters, billing history, attendance and parent contacts at no charge. You pay $0.99 per child per month, with a flat rate of 49 cents per bank transaction, never a percentage.
See the 5–10 day switch plan → · Brightwheel alternatives for centers of 30+ children →
Sources, read 30 Oct 2026: Brightwheel Help Center articles “Change your Premium subscription” (updated 17 Nov 2025), “What happens to billing when you cancel Premium” (updated 5 Jun 2026) and “Deactivate brightwheel account” (13 Jul 2026). Steps can change; check Brightwheel’s help center before you cancel.